What are the responsibilities and job description for the Corporate Event Planner position at Baird?
The Event Planner in an important contributor to the Corporate Events team, one branch of three that comprise our firm’s central source for planning and executing meetings and events which allow Baird to leverage buying power, achieve business results and deliver a consistent, brand-certified experience. The Event Planner is responsible for managing and partnering on corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while working effectively with several internal and external clients.
Additionally, the position is responsible for contributing to the team mission of providing expert planning, superior organization and client-focused event execution for Baird’s internal and external clients in partnership with key stakeholders to foster relationships, education and achieve business goals.
As a Corporate Event Planner, you may:
Independently coordinate and manage expectations for Level 1 and 2 events from concept to completion by collaborating with various internal and external parties.
Drive meeting specification and development; including work plans, timelines and budget, to ensure proper execution.
Research, recommend and select meeting sites and activities that support objectives.
Create Initial proposals with vendors on behalf of clients; negotiate and manage vendors and contracts for hotels, production companies, destination management companies, speaker bureaus and more.
Work with Corporate Events Registration Team & broader Marketing & Communications team to develop marketing materials to maintain cohesive firm branding and messaging throughout all projects; this includes invitations, website design, signage, confirmations, registration packets and promotional items. Responsible for final proofing and sign off.
Coordinate logistics including agenda/program development, food and beverage arrangements, security and access, registration and housing process and audio-visual needs.
Partner with Registration team & Travel department to assist with coordinating air and ground transportation and room reservations and with Registration team to assist with event-related communications and attendee management.
Track meeting and event expenditures, staying within budget provided.
Provide onsite management of meetings when necessary, to include oversight of vendors, proper execution of logistics and managing participants.
Complete post-event tasks to include reconciliation of expenses and, where applicable, reporting and analyzing meeting survey results and measuring return on investment.
Assist Sr. Event Planners with more complex events.
Manage communication with clients and/or internal project teams and develop project from start to finish, including the establishment of meeting frequency, preparing update meeting agendas and driving results through keeping the group on task. Provide written and verbal updates to varying levels of management/key stakeholders. Strong ability to anticipate the needs of clients and participants.
Foster internal client relationships and understand their business needs and goals.
Develop and maintain positive professional relationships with vendors and internal clients through excellent written and verbal communications.
What makes this opportunity great:
Fast paced environment that will enable you to grow as a professional.
Team of associates passionate about achieving great results for clients and give back to the communities where we live and work.
Unique culture that values diverse backgrounds and perspectives while emphasizing teamwork and a strong sense of partnership.
Compelling careers working side-by-side with the best in the business.
What we look for:
Bachelor’s degree, preferably in fields of Hospitality, Marketing, Business, or Communications. A minimum of 3-5 years in meeting planning, or directly related field, required.
Prior negotiation and contracting experience required.
Strong verbal and written communication skills, including excellent grammar, editing and proofing skills. Comfort with presenting and interacting with all levels of management, clients and associates. Ability to build and foster relationships quickly is essential.
Ability to tolerate peak workloads, multiple assignments and produce results with accuracy and reliability while demonstrating professionalism in all circumstances.
Ability to think quickly on your feet, troubleshoot problems and maintain composure.
Strong commitment to provide exceptional customer service in all interactions.
Excellent organizational skills - ability to prioritize daily workflow to effectively meet deadlines.
Self-starter and adaptable - ability to work independently and collaboratively in a fast-paced environment with minimal supervision. Strong interpersonal and conflict-resolution skills.
Strong team player who can foster a positive environment. Ability to mentor, provide direction and clearly communicate with team members assisting with projects.
Ability to comfortably lift and pack event-related materials, a minimum of 20 pounds.
Available to work long hours into evenings and weekends for travel, if required. Travel of approximately 15-20%, typically for no more than 2-5 days at a time but can be more or less depending on the team workload.
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